Administrative Support Associate - Journey

Southern Arkansas University; Greenville, Northern (NC, KY); Hybrid; USD 32,000 - 45,000; Full time

Job summary

East Carolina University is seeking an Administrative Support Associate for Housing Operations within Campus Living. The role supports up to 5,600 on‑campus residents by handling records, inventory, and vendor coordination, while providing responsive customer service to students and families.

The position requires strong organizational skills, ability to manage multiple email accounts, and experience drafting correspondence. High school diploma or equivalency is required.

Responsibilities

• Information/Records Administration: handles housing operations admin support and customer service for Housing Operations.
• Responds to work orders, tracks inventory, coordinates deliveries, and drafts correspondence.
• Verbal and written communication with students, families, vendors, and staff; manages multiple email accounts.

Education

High school diploma or equivalent

Job description

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Administrative Support Associate - Journey

Administrative Support Associate - Journey

Position Number: 001709
Full Time or Part Time: Full Time
Anticipated Recruitment Range:
Position Type:
Job Category: Staff - Office/Clerical

Organizational Unit Overview:

The Division of Student Affairs comprises over 30 departments, each responsible for providing various student support, services, and educational programs accessible to the university community. With over 300 full-time employees and over 1200 student workers, the Division supports Pirate success through environments that enhance student development, engagement, belonging, well-being, and career readiness. The Division strives to be a national leader in developing student experiences that positively transform lives and communities through work that makes students the focal point of our services, policies, and programming; creates a community where all feel safe, included, and welcomed; treats each other with dignity and civility, and recognizes every individual has rights, ideas, and beliefs; maintains open and honest interactions, and delivers high-quality programming, services, and resources through continuous reflection and improvement.

Job Duties:

Information/Records Administration:

The position serves as the Housing Operations administrative support while also providing customer service for the Housing Operations function within Campus Living. Duties performed by this position support up to 5,600 on-campus residential students per academic year.
The position directly serves as the Administrative Support Associate for all employees within Housing Operations, including Housing Facilities, Occupancy Management and Assignments, Neighborhood Service Offices, Marketing and Communications, Off-Campus Student Services, Camps and Conferences, the Housing Customer Care Team, and Housing Operations Leadership. The position initiates and manages purchase requests, coordinates the moves of Residence Life Coordinators, tracks and manages warehouse inventory, schedules and coordinates deliveries from vendors, and handles any surplus requests for Campus Living. In addition, this position assists the Director of Housing Operations and the Associate and Assistant Directors of Housing Operations by scheduling and coordinating meetings.

The position is responsible for investigating facilities complaints and concerns and then following up on Work Orders in the university's work order system, providing customer service to on campus residents and ensuring timely resolution. The position will serve as a conduit for communication regarding work orders between Facilities Services, Campus Living Facilities, Neighborhood Service Offices, Director of Housing Operations, and on-campus residents. The position is responsible for monitoring 4 departmental email accounts for Campus Living. They also provide office support by filing, organizing, coordinating, purchasing, and drafting correspondence on behalf of Housing Operations.

The position manages the damage billing process for Housing Operations which generates between $30,000 and $50,000 in revenue annually. The position provides support to Housing Operations by tracking housing appeals for students and parents as their requests go through the appeal process. The position also initiate and track Emotional Support Animal (ESA) requests as they go through the review and approval process.

This position coordinates and manages files and records for Campus Living Housing Operations. This position is responsible for tracking and monitoring warehouse inventory for the department. Warehouse inventory includes window AC units, mini-refrigerators, microwaves, and furniture totaling more than $100,000.

The position is responsible for submitting purchase requests for all employees within Housing Operations, including Housing Facilities, Occupancy Management, Neighborhood Service Offices, Marketing and Communications, Assignments, Off-Campus Student Services, Camps and Conferences, the Housing Customer Care Team, and Housing Operations Leadership.

The position will reply to and compose email communications for Housing Operations regarding ESA requests, residency exceptions, housing fee appeals, and damage billing. The position must be knowledgeable of housing policies and procedures so that they can effectively provide accurate information to inquiries from students, parents, families, and other university constituents.

The position is responsible for creating and maintaining accurate files and records regarding ESA requests, residency exceptions, housing fee appeals, and damage billing. The position will create and manage Excel spreadsheets to accurately track inventory, ESA requests, housing fee appeal requests, and residency exceptions.

Work Coordination:

The position coordinates duties and functions that support many facets of Housing Operations. This position acts as the manager for the Fitness Pointe gym facility located in Jones Hall. The position supervises Fitness Pointe student employees by hiring, training, creating work schedules, and holding monthly staff meetings. This position coordinates with vendors for order and work estimates, deliveries of office furniture, deliveries of residence hall furniture, and scheduling furniture reupholstery. This position also monitors 4 shared departmental email accounts and responds to requests accordingly.

The position plans and coordinates with movers when setting up temporary housing space for fall move in and when residence hall coordinators move to a new residence hall apartment.

Verbal and Written: Communication

The position will communicate with students, parents, vendors, and other university employees outside of Campus Living. Verbal communication will be in the form of phone calls and face to face interactions. Written communication will be in the form of emails and formal letters written on behalf of Campus Living Housing Operations. In addition to using the personal university email account, this position monitors 4 shared departmental email accounts and responds to requests accordingly.

The position will communicate information about the facility and service concerns of students residing in the halls. The position will also serve as the initial point of contact for the Live-On Requirement Exemptions, ESA requests, and Campus Living Appeal requests. The position will answer phone calls for the Director of Housing Operations as needed as well as returning voice mail messages on behalf of Housing Operations. In addition to editing documents for grammar and punctuation, position will also compose SOPs, reference materials, drafts of reports, and resources such as FAQs or instructions.

Problem Solving:

The position is tasked with juggling duties and activities that will often overlap. The position will use problem solving skills to prioritize duties in a way that ensures all deadlines are met without any duties or tasks being overlooked.

The position will interpret Campus Living and university policies to resolve problems within Housing Operations. The position will judgement to assist in the daily operations of the department. The position will assist the Director of Housing Operations with calendar management. The position will also schedule meetings for the Director and the other staff in Housing Operations with other university employees, including reserving meeting locations.

Program Knowledge:

The position will use knowledge of Campus Living policies, procedures, and contractual obligations in order to effectively communicate with students, their families, and other constituents within the university.

The position is responsible for using the university's work order system and the housing work order system to track and follow-up on work orders for students and employees. The position is responsible for maintaining consistent communication with Neighborhood Service Offices and Campus Living Facilities to assist with submission and tracking of routine work orders. The position is also responsible for communicating with ECU Facilities Services for status updates and inquiries from students. The position will respond to repair and maintenance inquiries from students and serve as a point of contact to ensure timely completion of repair or maintenance requests.
The position will attend and participate in Admissions events such as Open House and Admitted Student Days to interact with perspective students and families. The position will knowledgeable about Campus Living policies and procedures to communicate effectively and accurately.

High school diploma or equivalency; or demonstrated possession of the competencies necessary to perform the work.

Preferred Experience, Skills, Training/Education:

None

Special Instructions to Applicant:

• Please ensure your full range of knowledge, skills, abilities, experience and education are listed on your application. Do not write 'see resume' on your application when completing the job duties section.
• If you answer the questions at the end of the application, please ensure your application reflects the knowledge, skills, abilities and experiences to support your answers (see job duties section of previous employment).
• Failure to answer the questions at the end of the application will not preclude your application from being considered but may result in your application not receiving full consideration of your knowledge, skills, and abilities.
• Applicants must be currently authorized to work in the United States on a full-time basis.
• Unless otherwise identified in the applicable job posting and consistent with University policy, the University will principally employ individuals who reside in the State of North Carolina to the greatest extent practicable. As such, most positions at East Carolina University require employees to live and work in North Carolina (or live within a reasonable daily commuting distance from their duty station) after hire. Candidates should be prepared to relocate within a reasonable, agreed-upon time after an offer of employment has been made and accepted to meet this requirement.